Planning - Office Manager

CLASS TITLE: OFFICE MANAGER

GRADE: G10

DEPARTMENT: VARIOUS

FLSA STATUS: N

REPORTS TO: VARIOUS

DATE: 1/13

JOB SUMMARY:

Manages staff and performs complex administrative functions in support of the department director or executive position, including: coordinating the functions of department divisions, units, etc.; resolving operational problems; making decisions based upon knowledge of laws, rules and regulations; and developing the budget and overseeing the processing of various fiscal responsibilities.

ESSENTIAL JOB FUNCTIONS:

Essential functions may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks. Reasonable accommodations, as defined under the American with Disabilities Act, will be made when possible. Carries out supervisory responsibility in accordance with policies, procedures and applicable laws including: interviewing, hiring and training staff; planning, assigning and directing work; controlling and issuing internal and external keys; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems. Coordinates the administrative functions for the department and oversees various programs; assures that all clerical functions are completed by staff; oversees registration processes. Composes correspondence, notices, reports, agendas, and/or other documents as required; prepare bulk mailings. Conducts research and analysis; documents findings; prepares reports and makes recommendations to the supervisor. Reviews and troubleshoots computer problems; trains staff in the use of computer systems. Administers the departmental personnel function, including: generating and maintaining files and records; preparing and maintaining annual evaluation system; completing forms; maintaining attendance records and statistical accruals for leave; drafting and placing recruitment advertisements; coordinates interview and selection process; and coordinating, documenting and processing workers’ compensation claims. Oversees purchasing, accounts payable and accounts receivable processes, including: coordinating orders; approving expenditures; ordering and maintaining supplies; receiving and reconciling shipments with purchase orders; preparing invoices for payment; posting charges; posting and processing checks; monitoring accounts; collecting fees; preparing deposits; and maintaining petty cash. Coordinates in the formulation of the budget, including: making recommendations; preparing forms; collecting budget data; typing, calculating, and coordinating completion of budget; maintaining/tracking budget accounts/records throughout year; balancing and reconciling budget; managing job costing and accounting programs; preparing financial reports and producing budget book; preparing transfer memos; and attending budget meetings/hearings. Develops, communicates, and monitors policies, procedures, and standards for the department; recommends improvement when necessary. Develops and maintains various computer databases, tracking systems, indexing systems, etc., related to the area of responsibility; proofs data entry of staff, makes corrections and prints reports; routes reports and documents to various agencies. Prepares complex, routine and non-routine reports (including annual reports) utilizing a variety of software; receives, sorts, and summarizes material for the preparation of reports; prepares work reports; develops charts and graphs; prints various reports; relays and interprets administrative decisions, policies and instructions. Coordinates travel arrangements; makes reservations; determines cost impact for budget purposes. Administers contracts, legal agreements and grant administration and preparation; prepares and maintains bid information; maintains master file of agency contracts and grants; ensures that contracts and grants are submitted for renewal within appropriate time frames; interacts with related governmental agencies; prepares proper documents for presentation to County Manager, Board of County Commissioners, etc. for approval. Assesses values of damaged property prepares documentation for restitution. Assumes the responsibilities of the department director in his/her absence. IMPORTANT JOB FUNCTIONS: Maintains and upgrades professional knowledge, skills, and development by attending seminars and training programs. Schedules meetings, makes appointments, and makes travel arrangements as required. Serves as secretary to various boards/committees; attends meetings, prepares minutes, recommendations, etc., and distributes related information; processes appeals; schedules hearings/meetings. Monitors requests for and ensures compliance with provisions of legal compact between states providing for placement of children across state lines; provides instruction to staff members on compact provisions as required; maintains case files and records; prepares correspondence. Serves as complaint coordinator for department; receives and researches complaints; maintains confidentiality of complaints; prepares correspondence and/or proper response; maintains records and prepares annual statistical report on number, types and resolution of complaints. Prepares and submits public service announcements for the local media. Answers telephone and greets the public; provides specific and general information in re¬sponse to public inquiries; handles requests for service and other public contact work. May deal with sensitive and confidential personnel matters at the direction senior level staff and/or the department director. Disseminates a variety of information to various agencies, divisions, or departments via telephone, mail or FAX. Operates two-way radio and base station to communicate with employees and other agencies. May serve as backup for other positions within the department. Performs other related duties as assigned. Regular and predictable attendance is required. MATERIAL AND EQUIPMENT USED: General Office and Computer Equipment. MINIMUM QUALIFICATIONS REQUIRED: Education and Experience: High School diploma or GED; and, Five or more years of progressively responsible related experience; or, Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Licenses and Certifications:

CCIC/NCIC Certification (depending on assignment) Notary Public (depending on assignment) Valid Colorado Driver’s License

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of: Administrative principles and practices, including goal setting and implementation. Administration of staff and activities. Methods and techniques of research, statistical analysis and report presentation. Office administrative and secretarial practices and procedures, such as business letter writing and the operation of standard office equipment, including a computer. Record keeping, report preparation, filing methods and records management techniques. Correct English usage, including spelling, grammar, punctuation, and vocabulary. Standard business arithmetic, including percentages and decimals. Budgetary and accounting principles and practices. Job costing and accounting. Contract and grant development and administration. Applicable state, federal and local ordinances, laws, rules and regulations. All computer software and hardware related to performance of the essential functions of the job. Skill in: Preparing correspondence on routine matters and performing routine office management tasks independently. Using tact, discretion, initiative, and independent judgment within established guidelines. Analyzing and resolving office administrative situations and problems. Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction. Applying logical thinking to solve problems or accomplish tasks; to understand, interpret and communicate complicated policies, procedures and protocols. Planning, organizing, assigning, directing, reviewing and evaluating the work of staff. Selecting and motivating staff and providing for their training and professional development. Communicating clearly and effectively, orally and in writing. Preparing clear and concise reports, correspondence, and other written materials.

Ability to:

Ability to establish and maintain effective working relationships with a variety of individuals. Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to read, analyze and interpret professional periodicals and journals, technical procedures and government regulations. Ability to write reports, correspondence and procedure manuals. While performing the essential functions of this job the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; speak and hear; and occasionally required to stand, walk, bend and lift and/or move up to 50 pounds. Working Conditions and Physical Demands: Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust. The incumbent's working conditions are moderately quiet. Primary functions require sufficient physical ability and mobility to work in an office and setting; to stand or sit for prolonged periods of time, to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to speak and hear; to travel to other locations using various modes of private and commercial transportation; to verbally communicate to exchange information. While performing the essential functions of this job the employee is occasionally required to lift and/or move up to 25 pounds. Depending on the work assignment, the incumbent may be exposed to hazardous working conditions while working near heavy machinery.

Benefits $26.71-29.71/hour depending on experience Full Time with medical, dental, vision, retirement, 38+ paid vacation/holiday days, 13+ paid sick days & paid parental leave.

Application Deadline 4 pm, 3/20/23.

We are an Equal Opportunity Employer.